Project Information

Bid Title

Auditing Services

Issuing Agency

Town of Culpeper

Location

Virginia

Published Date

Jan 30, 2026

Closing Date

Feb 5, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

BID PROPOSAL	DESCRIPTION	DUE DATE
RFP: FIN-26-12131 Standard Town Contract Addendum 1 dated 1/30/26	Auditing Services	Thursday, February 5, 2026 @ 2:00 p.m.

Attachment Preview

TABLE OF CONTENTS

I) SUBMISSION OF OFFER .................................................................................................. 3

A) Scope and Specifications of Procurement................................................................... 3

B) Description of the government..................................................................................... 4

C) Scope of work to be performed.................................................................................... 6

D) Report Preparation ....................................................................................................... 7

E) Time Requirements..................................................................................................... 10

F) Assistance to be provided to the Auditor and Report Preparation........................ 11

G) Proposal Requirements .............................................................................................. 12

H) Evaluation Procedures................................................................................................ 16

I) Insurance Checklist .................................................................................................... 18

J) Type of Contract ......................................................................................................... 20

K) Questions and Comments Regarding Terms of the Solicitation and Modification

of Terms ....................................................................................................................... 20

L) Method for Making Submission ................................................................................ 20

M) Vendor Information Form and Certifications ......................................................... 21

N) Compliance with Directions ....................................................................................... 22

II) EVALUATION OF OFFER .............................................................................................. 22

A) Net Prices and Delivery Terms; Tax Exemption and Responsibility..................... 22

B) Required Elements of Offer Package ........................................................................ 23

C) Proposal Evaluation Framework............................................................................... 24

D) Determining if Vendor is Responsible ...................................................................... 25

E) Exceptions to Terms of the Solicitation .................................................................... 25

F) Offer Acceptance Period ............................................................................................ 25

G) Withdrawal of Offers.................................................................................................. 26

III) METHOD OF AWARD OF CONTRACT....................................................................... 26

A) Negotiation and Award............................................................................................... 26

B) Award in Whole or in Part......................................................................................... 26

C) Multiple Awards.......................................................................................................... 26

IV) FORM OF CONTRACT AND RELATED DOCUMENTS ........................................... 27

A) Use of Town Standard Form Contract ..................................................................... 27

B) Use of AIA and Similar Forms .................................................................................. 27

C) Differing Terms in Contractor-Supplied Forms ...................................................... 27

V) MISCELLANEOUS ........................................................................................................... 27

A) Authority of Agents..................................................................................................... 27

B) This section intentionally left blank .......................................................................... 28

C) Examination of Documents ........................................................................................ 28

D) Definitions .................................................................................................................... 29

E) Nondiscrimination; Participation of Small, Women-Owned and Minority-Owned

Business ........................................................................................................................ 30

VENDOR INFORMATION FORM ......................................................................................... 32

ACKNOWLEDGMENT OF RECEIPT OF ADDENDA ....................................................... 34

2

I) SUBMISSION OF OFFER

A) Scope and Specifications of Procurement

The Town is soliciting procurement of auditing services. The specifications for this

procurement are as follows:

___ Goods

X Services ______ Insurance _____ Construction

General description of the subject of Procurement:

General Information

The Town of Culpeper (hereinafter referred to as the “Town”) is requesting proposals from

qualified firms of Certified Public Accountants (hereinafter referred to as the “Offeror”,

with the successful Offeror referred to as the “Auditor”) to audit its financial statements

beginning with the Fiscal Year ending June 30, 2026, with the option of auditing its

financial statements for each of the five (5) subsequent fiscal years.

Questions concerning this RFP must be made in writing to the Contact Person listed on the

cover page of this RFP. Questions must be received by 5:00 pm on Thursday, January

27, 2026. A formal addendum responding to all questions received by the deadline will be

made available no later than January 30, 2026.

There is no expressed or implied obligation for the Town to reimburse responding firms

for any expenses incurred in preparing proposals in response to this request.

During the evaluation process the Town reserves the right, where it may serve the Town’s

best interest, to request additional information or clarifications from Offerors, or to allow

corrections of errors or omissions. At the discretion of the Town, firms submitting

proposals may be requested to make oral presentations as part of the evaluation process.

The Town reserves the right to retain all proposals submitted and to use any ideas in a

proposal regardless of whether that proposal is selected. Submission of a proposal

indicates acceptance by the firm of the conditions contained in this request for proposals,

unless clearly and specifically noted in the proposal submitted and confirmed in the

contract between the Town and the firm selected

It is anticipated the selection of a firm will be completed by March 12, 2026.

Term of Engagement

The initial contract will be for a one-year (12 month) period corresponding with the Town’s

Fiscal Year audit cycle, unless ended prior to the contract date under a mutual agreement

between the Town and the Auditor. The Town reserves the right to renew or extend the

contract, subject to an annual review and recommendation by the Director of Finance, the

3

satisfactory negotiation of terms (including costs acceptable to both the Town and the

selected firm), and the annual availability of an appropriation, for five (5) additional one-

year periods, for a maximum contract period of six years.

B) Description of the government

1) Background Information

The Town is located in the Virginia Piedmont region, located approx. 70 miles

southwest of Washington, DC and 45 miles northeast of Charlottesville, VA. Culpeper

is an incorporated town serving an area of approx. 7 square miles within the boundaries

of Culpeper County, with an estimated population of 21,000.

The Town’s fiscal year begins on July 1 and ends on June 30.

The Town provides the following services to its citizens: General government services

including police; sanitation; the construction and maintenance of highways, streets, and

infrastructure; general engineering; planning and community development; and also

operates and manages electric, water, and sewer utilities. The Town has approx. 220

employees, including elected officials.

The accounting and financial reporting functions of the Town are centralized under the

Finance Division. More detailed information on the government and its finances can

be found in the Annual Comprehensive Financial Report and Annual Budget

documents, which are available upon request, or on the Town website at

www.culpeperva.gov.

2) Fund Structure

The Town uses the following fund types and account groups in its financial reporting:

Fund Type/Accounting Group

General Fund

General Fund Capital

Enterprise Funds (3) - Electric, Water, Wastewater

Enterprise Funds Capital (3) - Electric, Water, Wastewater

Cemetery Permanent and Perpetual Care Fund

Discretely Presented Component Unit – Industrial Development Authority

3) Budgetary Basis of Accounting

The Town prepares its budgets on a basis consistent with generally accepted accounting

principles.

4) Federal and State Financial Assistance

4

Town expects to receive financial assistance from various agencies for public safety

and road improvements.

5) Pension and OPEB Plans

The Town participates in the Virginia Retirement System, and provides OPEB benefits

including retiree health insurance and VRS group life.

6) Component Units

The Town has one component unit – Industrial Development Authority. This unit is

included in the Town’s financial statements.

7) Joint Ventures

The Town does not report separately any joint ventures with other governments. The

Town and the County participate in a joint E911 Operations Center which is

administratively managed by the County, and the Culpeper Media Network which is

administratively managed by the Town. The Town electric utility is a member of the

Virginia Municipal Electric Association (VMEA), which is a nonprofit organization

created to purchase electricity from Dominion Virginia Power for resale to its members.

Starting in calendar year 2026, the Town will share operating costs with Culpeper

County for an outdoor pool facility located at the County Sports Complex and operated

by the County.

8) Magnitude of Finance Operations

The Finance Department is headed by the Director of Finance/Town Treasurer, and

consists of sixteen full time and part time employees, as follows:

Director of Finance/Town Treasurer

1

Assistant Finance Director

1

Deputy Treasurer

1

Bus Operations Supervisor

1

Utility Billing Specialist

2

Customer Service Representatives

3

Senior Accountant

1

Revenue and Collections Specialist

2

Payroll Specialist

1

Accounts Payable Specialist

1

Management Analyst

1

9) Computer Systems

The Town uses Tyler Munis Enterprise ERP v2024.3 as its ERP platform. The

following modules are currently implemented: General Ledger, Budget, Human

5

Commodity Codes

• NAICS 541211Offices of Certified Public Accountants
• NAICS 541219Other Accounting Services

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